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Arisia
THE BOSTON PARK PLAZA HOTEL
CONVENTION RESUME
Client
Staff
Revised

GROUP NAME:				Arisia

FUNCTION NAME:                Arisia

DATES:				Thursday, January 11,2001 - Monday, January 15, 2001

MAJOR ARRIVALS:			Friday, January 12, 2001

MAJOR DEPARTURES:			Sunday, January 14, 2001

GROUP CONTACTS:			Mr. Skip Morris

ON SITE CONTACT:			Mr. Skip Morris
						Mr. Craig McDonough
						Ms. Patricia (Pat) Vandenberg
						Mr. Dennis McCunney
						Ms. Sheila Oranch
						Ms. Drea Brandford

ADDRESS:				Arisia, Inc.
						Building 600, PMB #322
						One Kendall Square
						Cambridge, MA 02139

PHONE:				978-684-1815
						603-888-5567
FAX					603-888-5567	(call first)

HOTEL CONTACTS:	SALES MANAGER:	Lisa Sullivan
						CONVENTION SERVICES MANAGER John Riley

TOTAL ATTENDANCE:		1,800 - 2,000

PRE-CON MEETING:			The pre-con meeting will be on Monday evening, January 8, 2001 
						at 6:00PM in the Alcott Room.
POST-CON MEETING:		The post-con meeting will be on Monday evening, January 15, 2001 at 
						4:00PM in John Riley’s Office.

GROUP PROFILE:

Arisia’s Science Fiction convention consists of three days of teaching, lectures, demonstrations, and related activities in a social atmosphere. Some of the events will run 24 hours per day.  Expect close to 2,000 convention attendees throughout the hotel.  Attendees will be a wide range of individuals:
college students, engineers, teachers, artists, authors, and others. Many individuals attend with their entire families. While at Arisia, many attendees will be wearing or exhibiting costumes, some will engage in role playing’ games and activities, other attendees will be participating in folksinging or other artistic activities.

The group runs an intense, tightly packet conference with multiple events all running at the same time all throughout the hotel.

GUEST ROOM BLOCK
(As of XXX)

			Original	Actual	Rooms		Guests	Guests
Day	Date		Block		Pickup	To Arrive	To Arrive	In House

TOTAL
1
		Wed	1/10				1		1		1		1

Thurs	1/11		50		2		1		1		2

Fri	1/12		550		408		405		526		528

Sat	1/13		550		431		23		30		558

Sun	1/14		50		486		55		72		630

Mon	1/15				1		0		1		631

Tues	1/16						0		1		631

STAFF
2.		NO PICKUP

PARTY
3.	Thurs	1/11		 		10	

Fri	1/12		 		102	

Sat	1/13				107	
	
	Sun	1/14				19	

Mon	1/15				1	

		Tues	1/16				1	

QUIET
4. 	Wed	1/10				1

	Thurs	1/11		 		30	

Fri	1/12		 		301	

Sat	1/13				319	
	
	Sun	1/14				1	

		Original	Actual	Rooms		Guests	Guests
Day	Date	Block		Pickup	To Arrive	To Arrive	In House

TOTAL

PARTY HOST
5.	Thurs   1/11			1
	Fri	1/12			5
	Sat	1/13			5
	Sun	1/14			1

METHOD OF RESERVATIONS: Call In and Reservation Cards

RATES:
		Run of House	103.00		103.00		113.00		123.00

		All rates are subject to a 12.45% Massachusetts Room Tax

ROOM RENTAL: Comp Based on Current Pick-up
500 and above-Comp
400-499	$1,000
300-399	$2,000
0-299	$3,000

		
SPECIAL GUEST ROOMS

COMP ALLOWANCE:
Sales Agreement:		(1)	Complimentary room night for every (50) rooms actualized.
					Suite 853/854 and Ambassador Suite 653/654
					(2)	Comp (1) Br Suite (853/854, 553/554)
					(3)	Comp Run of the House Rooms (631/632/633)
					(2)	Comp Main Singles 635/697

Comp Units:	(24) Estimated

Guests Occupying Comp Rooms:
Name 		Arrival Time	Departure	Room Type	 Allowance		Earned

Paul Selkirk (2)
Ben Levy (2)
Skip Morris (2)
Lisa Hertel (2)
Brendan Quinn (2)
Elka Menkes (2)
Pat Vandenberg (2)
Craig McDonough (2)

Group VIPs
Name 		Arrival Time	Departure	Room Type	 Rate			Billing

Lois McMaster Bujold (4)
Wojtek Siudmak (4)
Jan Howard Finder (4)

Call Arisia HQ (Hancock Room), notify Elka Menkes & Nicholas Shectman when VIP guests arrive.

Group Special Attentions
Name 		Arrival Time	Departure	Room Type	 Rate			Billing

Group Suites
Name 		Arrival Time	Departure	Room Type	 Rate			Billing

GreenRoom	1/11		1/15		553/554
ConSuite	1/11		1/15		631/632/633
Logistics	1/11		1/15		635
StaffDen	1/11		1/15		853/854
Babysitting	1/11		1/15		872/873
Fanzine Lounge  1/11		1/15		697

BILLING INFORMATION

BILLING STATUS:				Direct Billing

BILLING ADDRESS:				Arisia, Inc.
Building 600, PMB #322
One Kendall Square
Cambridge, MA 02139
ATTN:	Mr. Skip Morris
603-888-5567

BILLING INSTRUCTIONS:			-Master Account to Include:

1.	Function Room Rental Charges (if any)
2.Electrical Charges
3. Catered Food & Beverage
4.	Telephone Charges
5. Cot Rentals for Plaza and Georgian Rooms
6.	Room and Tax only for guest rooms, NO incidentals.

Individual Account to Include:
1 Room &Tax
2 Incidentals
AUTHORIZED SIGNATURES:

Hancock Room Operations Desk Duty Manager
Mr. Skip Morris-Hotel Contact
Mr. Derek Lichter-Comptroller
Mr. Brendan Quinn-Operations Manager

EXHIBITOR INFORMATION

EXHIBITOR PROFILE:	Imperial Ballroom	Sound, Lighting and Video setups.
		Plaza Ballroom	Exhibitor sales of Artwork, Books, & Crafts
		Georgian Room	Exhibitor displays of artwork.
		Terrace Room	Sound, Lighting and Video setups

LOAD IN:			-Thursday, 1/1 1/200 1 12 Noon-l2Midnight
					-Friday, 1/12/2001 9AM-6PM

SHOW HOURS:		
				-Imperial Ballroom Multiple shows all weekend
	-Plaza Ballroom      Friday,		 1/12/01	4:OOPM-10:OOPM
	                     Saturday,		 1/13/01	10:OOAM-7:OOPM
	                     Sunday,		 11/14101	10:OOAM-4:OOPM
	-Georgian Room       Friday,		 1/12/01	12:OON-12:OOM
			         Saturday,	 1/13/01	9:OOAM-8:OOPM
	                     Sunday,			 1/14/01	9:OOAM-6:OOPM

LOAD OUT:		-Sunday, 1/14/01 6PM-12:00 Midnight
				-Monday, 1/15/01 9:OOAM-12:OONoon

COMPANY:		-Each Exhibitor will be responsible for handling their own exhibit materials.

DRAYAGE:		N/A

SHIPPING & RECEIVING: -	Deliver all packages to Hancock Room unless otherwise noted.

LOADING:		-Exhibitor loading will be through the loading dock on Columbus Avenue.

ELECTRICAL:		-See Engineering Section in Departmental Information.

SECURITY:		-Arisia will primarily supply their own security staff.
 Arisia staff to work with hotel security staff when necessary. Arisia staff will have two security sleepers in function rooms requiring special security.
-Arisia will need to hire a hotel security guard for the Georgian Room. Hours needed will be 11PM until 9AM Friday night/Saturday morning, and 5PM until 10AM Saturday night/Sunday morning (27 hours total).

TELEPHONES:		-See attached order form.
Bell Atlantic will be installing an additional five (5) outside lines for Internet Access and use by Credit Card and Beeper equipment.

CLEANING:		-Please Refresh Throughout the day.

DEPARTMENTAL INFORMATION

ALL DEPARTMENTAL -
-Group office will be in Hancock Room beginning on Thursday 1/11/01 through Monday 1/15/01. A group telephone with extensions in the office as well as a group information area on the Mezzanine will be available. Please refer all inquiries to the group extension in the Hancock Room.
-No hotel employees will be permitted in “client access only” areas without permission of Arisia staff member or John Riley.
-The hotel’s channels 12 and 10 will be designated for exclusive Arisia use.
-A number of guest rooms on the 6th floor are occupied by exhibitors selling various conference paraphernalia. This area is referred to as “Dealer’s Row”.
-Floors 6, 7, 8,12, 14 and parts of 5 and 15 will be assigned as sleeping rooms.
-Floors 6, 7 will be designated as “Party Block”
-Floors 14 and 15 will contain the “Committee/Staff” Block.
-Floors 8,12,14 and part of 15 will be designated as “Quiet” Block.
-Arisia sleeping room blocking to be handled by John Riley and Skip Morris to ensure Arisia attendees are blocked in same area of hotel.
-Arisia staff to be notified of any complaint of disturbance involving convention attendees prior to hotel action. This does not apply if there is cause to believe that a disturbance poses a real and immediate threat to an individual or may damage property. Arisia staff will consult with the hotel as to the appropriate action to be taken.

Accounting:
OUTSIDE COMPANY BILLING:		None
DATE TO REVIEW MASTER ACCOUNT:	Monday, January 14, 2001.
CASH REQUIRED:				$4,000.00 deposit paid.
TAX EXEMPT NUMBER:			043-021-143

AUDIO VISUAL:		All Audio-Visual details to be handled by Arisia Staff.

BAGGAGE CHECK ROOM:	No Special Requests

BANQUETS:

Friday, January 12, 2001:
Gopher Hole — Fairfield Room 7:00 PM
One Crudite Platter (budget $65)

Friday, January 12, 2001:
Period Dance — Imperial Ballroom 8:00 PM
(5)	Gallons Lemonade, (1) Gallon Coffee Service (budget $600)

Friday, January 12, 2001
Artist Reception — Georgian Room 9:00 PM
Cash bar setup, Arisia to supply “drink tickets” to guests good for
One drink from the bar, Additionally soda for 150 people. (2)
Brie/Jam/Fruit Plates, Antipasto Display ($350), (total budget $1500)

Friday, January 12, 2001
Filk Singing — Whittier 9:00 PM
Tea and Coffee Service (budget $1 00)

Friday night/Saturday morning, January 13, 2001 Filk Singing — Whittier 1:00 AM
Tea and Coffee Service (budget $50)

Saturday, January 13, 2001:
Gopher Hole — Fairfield Room 12:00 Noon
One Crudite Platter (budget $65)

Saturday, January 13, 2001
Masquerade Green Room — Berkeley/Clarendon 6:00 PM
10 Bottles of Soda & munchies (budget $200)

Saturday, January 13, 2001
Filk Singing — Whittier 8:00 PM
Tea and Coffee Service (budget $100)

Saturday night/Sunday morning, January 14, 2001
Filk Singing — Whittier 1:00 AM
Tea and Coffee Service (budget $50)

Saturday, January13, 2001:
LARP Dance— Imperial Ballroom 11:59 PM (Midnight)
(2)	Chip/Nut Platters, (3) Cheese Platters (budget $355)

Sunday, January 14, 2001
Program Reception — Lenox Room 9:50 AM
Cookies & Snacks (budget $100)

Sunday, January 14, 2001
Program Reception — Lenox Room 10:50 AM
Cookies & Snacks (budget $100)

Sunday, January 14, 2001
Ice Cream Social — Terrace Room 2:00 PM
Arisia will contract with an outside vendor (Cabot’s Ice Cream of Newton, MA) for delivery of Ice Cream to Hotel. Hotel staff will deliver to Terrace Room and serve. Arisia will pay hotel 18 percent gratuity plus 48 percent markup on cost of food. Will deliver to loading dock. Please supply heated containers to keep toppings hot.

Ice Delivery, Thursday, January 11,2001.
Deliver 100 lbs. of Ice to Room 631 (put in white cooler) 9:00 PM
Deliver 100 lbs. of Ice to Room 853 (1/2 bathtub) 9:00 PM

Ice Delivery, Friday, January 12, 2001.
Deliver 100 lbs. of Ice to Room 553 (1/2 bathtub) 12:00 Noon
Deliver 150 lbs. of Ice to Room 631 (white cooler&bathtub) 12:00 Noon
Deliver 50 lbs. of Ice to Room 853 (1/4 bathtub) 12:00 Noon
Deliver 100 lbs. of Ice to Room 731 (1/2 bathtub) 6:00 PM

Ice Delivery, Saturday, January 13, 2001.
Deliver 50 lbs. of Ice to Room 553 (1/4 bathtub) 12:00 Noon Deliver 150 lbs. of Ice to Room 631 (put in white cooler and trash barrel) 12:00 Noon

Deliver 50 lbs. of Ice to Room 853 (1/4 bathtub) 12:00 Noon Deliver 50 lbs. of Ice to Room 731 (1/4 bathtub) 12:00 Noon

Ice Delivery, Sunday, January 14, 2001.
Deliver 50 lbs. of Ice to Room 631 (put in bathtub) 12:00 Noon
Deliver 50 lbs. of Ice to Room 853 (1/4 bathtub) 12:00 Noon

Arisia will be charged $200 for unlimited ice delivery during convention.

In addition, Arisia will require a high capacity toaster (with electrical
Power) in the Stanboro Room Sunday morning starting 9AM. Arisia
Will be charged $100 rent for this service.

BELL STAFF / valet PARKING:
MAJOR ARRIVALS:	Friday, January 12, 2001
ANTICIPATED ARRIVAL TIME: Staggered
ARRIVAL TRANSPORATION:	50% Flying  50% Driving
Group will have 4 VIP Parking Passes. One will be used by VIP guests, one will be used for Logistics (moving) Truck to be parked in offsite lot at hotel’s discretion.. Two will be used by staff running quick errands, these floater passes will frequently change hands during the weekend. Please keep 2 close-in parking space available for these floater passes to make it easier for staff to carry boxes and equipment in and out of hotel. THESE FLOATER PASSES WILL BE LABELED “ARISIA OPERATIONS”.

MAJOR DEPARTURE TIME:		Sunday, January 14, 2001
ANTICIPATED DEPARTURE TIME:	Guests on own. See Notes under Front Desk
DEPARTURE TRANSPORATION:	Guests on own.
PORTERAGE:				No Special Requests
GIFT DELIVERIES:			None.
PARKING RATES			$27/overnight valet. Guests on own.
TRANSPORTATION			Guests on own.
BUSINESS CENTER:			Arisia will be using small section of room during convention.
COAT ROOM SERVICE:		No Special Requests
CONCIERGE/GUEST SERVICES:	Please keep copy of convention schedule onhand to answer questions.
CONVENTION SERVICES:		See Schedule of Events and Function Event Orders
for details. Hancock, Cambridge, Beacon Hill, and Whittier Rooms will run 24 hours.
REFRESHES:				Please see Schedule of Events and Function Event Orders for details

SMOKING:	This is a non-smoking group.
All function rooms to be set non-smoking. The entire Mezzanine is designated as non-smoking. All ashtrays to be removed by 9:00AM Friday, 1/12/01.

BOXES EXPECTED:			Shipping and Receiving to deliver boxes to the Hancock Room
BANNERS:	Signs and banners cannot be nailed into walls or affixed with tape
WATER STATIONS:
(2) Large Water station needed on both the Mezzanine and the fourth floor on:
Friday, 1/12/01 10:00 AM to Saturday, 1/13/01 1:00 AM
Saturday, 1/13/01 10:00 AM to Sunday, 1/14/01 1:00AM
Sunday, 1/14/01 10:00 AM to Sunday, 1/14/01 5:00 PM
Water stations will be needed in each meeting room. Several water Stations should be placed outside 4th floor rooms and in Mezzanine Area. This group drinks large quantities of water. Plan of refreshing water stations every 2 hours.
Scatter many wastebaskets around the Mezzanine and fourth floor. Leave trash bags on each of the “Party Area” floors.

ENGINEERING:
KEYS:	The following rooms will need to be recored:
Georgian
Georgian Coat Room
Arlington, Berkeley, Clarendon (on same core).
Dartmouth (storage room)
Exeter
Fairfield
Hancock
Stanboro Coat Room
Plaza
Business Center
(5) keys will be needed for the Stanboro Coat Room.
(3) keys each for all other rooms will be needed.
The following fourth floor rooms will need to be programmed for “client access only”.
Shawmut
Board Room
Cambridge
Beacon Hill
(4)	keys for each room will be needed.

VIDEO: Channels 12 and 10 will be used by Arisia for the entire convention. Arisia will supply feed for channel 12 in backstage area. Additional channel will be supplied by VCR’s to be located in Cambridge Room. Hotel will run video cable (to be supplied by Arisia) from 4th floor closet down shaft to backstage. Video feed should be connected by 12:00 noon Wednesday.

ELECTRICAL:
(2) High capacity drops (one 100A, one 50A) will be provided in Imperial Ballroom, Complementary.

(1) High capacity drop (50A) will be provided in Georgian Room,Complementary.
(5) 30A 11 OV Quad boxes in Georgian Room (in place of high capacity drop).
(1)30A 11OV Quad box in back corner of Plaza Room by storage
                       closet.
(1) 30A 11OV Quad boxes in Cambridge
(1) 30A 11OV Quad box in Berkeley.
(1)30A 11OV Quad box in Terrace Room.
(2)30A 11OV Quad boxes in Board Room.
(1)30A 11OV Quad box in Beacon Hill.
EXHIBITS:	See Exhibit Information on page 22

DEPARTMENTAL INFORMATION (Continued)

FOOD AND BEVERAGE
OUTLETS:
Day	 Date 	# of Guests 	 Brkfst	 Lunch	 Reception	Dinner
Fri    1/12	528			On Own
Sat    1/13	558		On own
Sun    1/14	630		On own

ARLINGTON STREET GRILL:
TRAFFIC ANTICIPATED: High

CAPTAIN’S BAR:
TRAFFIC ANTICIPATED: Moderate

ROOM SERVICE:
TRAFFIC ANTICIPATED: Moderate

SWANS COURT:
Swans Court will extend it’s opening hours until 2AM on Friday night 1/14 (Saturday morning), and Saturday night 1/15 (Sunday morning). Swans Court will also offer the standard hotel Room Service menu (in addition to it’s normal menu) during it’s hours of operation with the exception that no delivery charge, service charge, or mandatory gratuity will be charged.

Swans Court will offer a hot and cold breakfast buffet on Saturday 1/14 and Sunday 1/15 from 6:30AM until 12:30PM. The hot buffet will include a selection of eggs, breakfast meats, French toast, hot cereal, and pancakes, The cold buffet will include fresh fruit, yogurt, and a selection of cold cereals, muffins, and juices. The cost for the hot and cold buffet will be $13.95. The cost for the cold buffet alone will be $10.95. Single servings of real (100 percent pure) maple syrup will be offered for $1 .00 each.

Arisia will guarantee a minimum volume of $450 in sales in Swans Court on Friday 1/14 11PM until 2AM, and minimum volume of $450 in sales on Saturday 1/15 from 11PM until 2AM.

AMENITIES:	Please see in-house amenity forms.

HOSPITALITY:	None

FRONT DESK OPERATIONS:
- VERY IMPORTANT!!! Arisia rooms have been previously assigned. DO NOT unblock any of these rooms without approval of John Riley.
-	Late checkout of 2:00 PM will be granted at no charge on space available basis. Late checkout of 4:00 PM will be granted at 1/3 room rate. Late checkout of 6:00 PM will be granted at 1/2 room rate.
- Late checkout of 4:00 PM will be granted to up to 20 Dealer’s Row rooms. Arisia will supply a list.
-Late checkout of 6:00 PM will be granted for up to 10 Arisia Staff individuals. Arisia will supply list of rooms.
Dinner

-Please charge $600.00 Deposit for All Dealer Row Room. See Attached List.
-Recommend having extra cash on hand, especially small bills. Some exhibitors will ask hotel for change.

ARRIVAL DATE:	Friday, January 14, 2001

ANTCIPATED CHECK IN TIME:	3:00PM

DEPARTURE DATE:	Sunday, January 16, 2001

ANTICIPATED CHECK OUT TIME:	Varies, normally 12 Noon. Some rooms allowed late checkout.

HEALTH CLUB:	No Special Requests.

HOUSEKEEPING:	VIP & SA SERVICE: Please see page 3 for VIP & SA guests. Arisia attendees generally keep late hours. Expect rooms to be difficult to access in morning for cleaning. Many attendees will prefer afternoon service.

SPECIAL HOUSEKEEPING REQUESTS:

Room 631/633 (Con Suite) needs (6) 6’x18” tables, (2) rounds, (2) trash bins, (1) refrigerator, (8) chairs. (2) easels. Special cleaning schedule of Friday 3:00 PM, Saturday 6:15 AM, 3:30 PM, Sunday 6:15AM, and 4:00 PM.

Room 853/854 (Staff Den) needs 8’x30” table (table cloths, not skirted), 5 extra chairs, (1) trash barrel, (1) small refrigerator. 9AM Friday.

Sixth Floor near elevator lobby. 10 extra 6’x30’ tables for Dealer’s
Row.

COMFY FURNITURE REQUESTS: The following rooms will need
The following furniture added (also noted in Event Schedule):

Berkeley/Clarendon (Film Room) — (6) couches (low ones only).

Hancock (Operations) — (1) Couch.

Gloucester (Fast Track) — (3) couches, (4) chairs.

Room 872/873 (Babysitting) —(Note: This room must be entirely childproofed!!! All tables
with corners to be removed. All breakables (glasses, etc.) removed. (2) round tables added. (1) round coffee table added if available. (1) couch. (1) dozen extra pillows, (1) dozen extra blankets. (1) small refrigerator.) (1) Bed/room.

One cot placed in Georgian room, and one in Plaza Ballroom for Friday and Saturday nights. Arisia will pay a fee of $20/cot for this service.

Group will place small upright wire rack display units in elevator lobby of each floor. These will be used by group attendees to place small signs and notices.

PBX/COMMUNICATIONS:	PHONE REQUESTS:
INSTALL DATE/TIME:
	LOCATION:
ACCESS:
REMOVAL DATE/TIME
(2)	House phones in Exeter (one with extension outside Dartmouth)
(1)	House phone in Georgian (on desk instead of wall).
(1)	House phone in Shawmut (on desk instead of wall).
(1)	House phone in Fairfield (on desk instead of wall).
(3)	House phones in Hancock (on desk instead of wall).
(1)	House phone in Stanboro Coat Room (on desk instead of wall).

Group will be installing (4) Bell Atlantic (Verizon) Lines as follows:
617-423-6328	in Hancock, additional jack in mezzanine at top of stairs near Dartmouth (Ops/Info Desk).
617-423-6329	in Hancock only (Pager/Security line).
617-423-6348	in Arlington (along wall inside door closest to Georgian Room on right as you enter room. le, next to the Air Wall.), additional jack in Mezzanine outside Dartmouth Room (Print Shop/Arisia Sales).
617-423-6349	in Arlington (inside door closest to Berkeley Room on Right as you enter room), additional jack
In Stanboro Coat Room (Reg/Art Show Sales).
(Ordered with Skyler, at Verizon Bus. Office, 800-941-9900,
lines will be installed January 3, 2001, order #: N5HQ6282).

An Internet/DSL line will be installed in the Board Room. The vendor
Is SpeakEasy/Covad, 1 -888-GO-COVAD, Service order#: 894348).
Please refer all calls to Hancock Room/Mezzanine Line.
No calls to be forwarded to meeting rooms except:
Hancock
Arlington
Georgian
Shawmut

Direct dial calls to meeting rooms will be enabled from all house
phones.
RESERVATIONS:	ROOM BLOCK NAME:

SPECIAL ROOM BLOCKS:
	Quiet Area	ARI 0110
	Party Area	ARI 0109
	Party Host	API 0111
	Committee/Staff Area.	ARSOl11
	Dealer’s Row	ARDO1ll
	12th floor	AKDO109

Arisia Staff to be notified of any complaint or disturbance involving a conference attendee prior to hotel action being taken. This does not apply when there is cause to believe that a particular disturbance poses a real and immediate threat to any individual or may damage property. Arisia Staff will work with the hotel as to the appropriate action to be taken.
- Arisia Security Staff will work with the hotel’s Security department when necessary.
Please have (6) 4th floor zone keys available for Skip Morris by noon on Thursday, 1/11/01.

SHIPPING & RECEIVING:			Please deliver all boxes to the Hancock Room.